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1 DEPARTMENT OF DEFENSE DeCA DIRECTIVE HEADQUARTERS DEFENSE COMMISSARY AGENCY September 2001 Fort Lee, VA Human Resources Management COMMISSARY CAREER PROGRAM BY ORDER OF THE DIRECTOR Edward S. Jones Col, USAF Executive Director for Resources Rosita O. Parkes Director, Information Technology AUTHORITY: DOD Directive , Defense Commissary Agency (DeCA), November 9, 1990, authorizes the establishment and administration of a civilian career management program to include referral services and development program for commissary management personnel. MANAGEMENT CONTROLS: This directive does not contain Internal Management Control provisions that are subject to evaluation, testing and other requirements of DeCAD 70-2 and as specified by the Federal Manager's Financial Integrity Act. HOW TO SUPPLEMENT: This directive may not be further supplemented. Lower echelon units may issue region-specific instructions for certain procedural aspects of the Commissary Career Program, but not in the form of a supplement to this directive. No new forms are authorized. HOW TO ORDER COPIES: This directive will be available on DeCA s Intranet. SUMMARY: This directive establishes policy and procedures governing the management and administration of the Commissary Career Program (CCP). SUPERSEDES: DeCA Directive 50-3, DeCA Civilian Mobility Program, January 31, 1994; DeCA Policy Letter 50-11, Commissary Management (GS-1144) Priority Placement Program, January 11, 1995; DeCA Policy Letter 50-20, DeCA Commissary Intern Program, January 11, 1995; DeCA Policy Letter 50-35, DeCA Commissary Career Program Training and Career Development Program, January 11, 1995; DeCA Policy Letter 50-48, Pay Retention Upon Acceptance of Commissary Career Program Positions, April 17, OFFICE OF PRIMARY RESPONSIBILITY (OPR): HQ DeCA/DPC COORDINATORS: Regions/HQ Directors & Office Chiefs, HRBU/Personnel Service Providers. DISTRIBUTION: E and HRBU/Personnel Service Providers

4 Chapter 1 INTRODUCTION 1-1. PURPOSE. This directive establishes policies and procedures governing DeCA s Commissary Career Program (CCP). The CCP is DeCA s career management program for the GS-1144 Commissary Management career field. The purpose of the CCP is to recruit, develop, advance and retain a cadre of well-qualified, highly skilled individuals to fill positions at all levels in the agency. This directive addresses succession planning, career development and training, and candidate evaluation, referral and selection procedures. This directive also establishes formal development programs at all levels within the career field REFERENCES. a. DOD M, DOD-Wide Civilian Career Programs b. DOD , Civilian Mobility Program c. DOD Priority Placement Program Operations Manual d. DOD H, Senior Executive Service Handbook e. US Office of Personnel Management (OPM) Operating Manual for Qualifications Standards for General Schedule Positions f. Title 5, Code of Federal Regulations, Part 335, Promotion and Internal Placement g. Title 5, Code of Federal Regulations, Part 300, Subpart F, Time-in-Grade Restrictions h. Title 5, Code of Federal Regulations, 526, Grade and Pay Retention i. DeCA Directive 50-17, Overseas Employment Program j. DeCA Directive 50-7, Performance Management System k. DeCA Directive 50-20, Training Policies and Procedures l. DeCA Handbook 50-60, Training Handbook 1-3. DEFINITIONS. See Appendix A RESPONSIBILITIES: a. The DeCA Director will: (1) Strongly promote the CCP and its associated formal development programs as DeCA's mechanisms to provide for the long-range recruitment and retention needs of the agency; (2) Ensure adequate funding and personnel resources are allocated to provide for program planning, development, and administration; 1

5 (3) Ensure adequate funding and billets are allocated to satisfy training and development requirements for the career field, including dedicated billets for career intern and upward mobility programs; and (4) Ensure that all facets of the CCP and its associated formal development programs support DeCA's mission, strategic plan, and Equal Employment Opportunity/Affirmative Action goals and objectives. b. The Chief Executive Officer (CEO) will chair the Commissary Career Program Policy Board (CCPPB). In that capacity, the CEO will: (1) Provide broad direction to the CCPPB on short and long term recruitment goals, (2) Approve all selections for permanent, temporary, or developmental assignments to all GS-1144 positions at grades GS 13-15, positions, (3) Establish parameters of DeCA mobility requirements as they apply to GS-1144 (4) Recommend senior managers for inclusion in long-term executive training, (5) Determine inclusion or exclusion of GS-1144 positions in outside executive development programs, and (6) Approve all policies applicable to the CCP. c. The Commissary Career Program Policy Board (CCPPB) formulates policy that is articulated in a comprehensive career management plan for the commissary management career field. The CCPPB is a permanent body that provides guidance for program design, development, implementation, and evaluation. The CCPPB will establish program goals, define objectives, and task committees and special working groups as appropriate. (1) Board Membership. The CCPPB will be chaired by the Chief Executive Officer (CEO), DeCA, and will include the following members: Chief Executive Officer (CEO) Region Directors Director, Plans and Policy Principal Deputy for Operations Director, Human Resources Management EEO Officer Deputy Region Directors/Area Vice Presidents Manager, Marketing Business Unit HQ DeCA Representative (Commissary Management Specialist) Field Operating Activity (FOA) Representative (Commissary Management Specialist) Regional Representatives (Zone Manager or Commissary Officer) Eastern Region - 2 representatives European Region - 1 representative Midwest Region - 2 representatives Western-Pacific Region - 3 representatives 2

6 (2) The CCPPB will meet at least annually. Meetings will be called by the CCPPB Chairman. Members of the CCPPB are expected to attend all meetings unless their absence is approved by the CCPPB Chairman. (3) The CCPPB will execute its responsibilities through the following subordinate standing board and committees: (a) The Succession Planning Board (SPB) guides and coordinates the activities of the three standing committees. The SPB is responsible for long-range planning, integration of CCP program goals and action plans with DeCA's Strategic Plan, and ensuring that adequate programs and mechanisms are in place to provide for the future recruitment and retention needs of the agency. SPB membership will include the following: Co-Chairpersons: (Voting) Principal Deputy for Operations Deputy Director, European Region Members At Large: (Voting) Deputy Director, Midwest Region Vice President, Southern Area, Eastern Region Vice President, Northern Area, Eastern Region Manager, Marketing Business Unit (MBU) Director, Plans and Policy Deputy Director CONUS Operations, Western Pacific Region Deputy Director OCONUS Operations, Western Pacific Region Member (Advisors): Executive Assistant to the Executive Director for Operations Chief, Staffing and Career Management Division, DP Chief, Personnel and Training, Midwest Region Chief, Personnel and Training, Eastern Region DeCA Equal Employment Opportunity Officer (b) The SPB will be supported by three standing committees. Committee responsibilities and membership are addressed in the appropriate chapters of this directive. CCP standing committees are: Training and Development Committee Career Intern Committee Candidate Evaluation and Referral Committee (4) Deliberations of the CCPPB and the SPB may, on occasion, involve strategic planning guidance or assumptions that are confidential in nature. On such occasions, the Chairs of either board may exercise the discretion to determine these deliberations to be pre-decisional and advisory, not recorded in meetings, excluded from disclosure, and confidential. Members may be required to sign statements acknowledging their understanding and agreement to comply with confidentiality requirements. Unless meetings are specifically so identified, the general practice will be to record meeting deliberations and decisions in minutes for the record. Meetings held for the purpose of selecting candidates for admission to formal development programs will be documented in memorandums for record in such a manner as to fully comply with requirements of 5 CFR 335 and the Uniform Guidelines on Employee Selection Procedures. d. The Director, Human Resources Management, is responsible for general program oversight and will serve as proponent for CCP guidance governing the administration of the program. 3

7 Director, Human Resources Management is the proponent for interpretation of civilian personnel law, Federal regulations, and DoD directives as they may apply to CCP issues and program policies and operations. (1) The Staffing and Career Management Division: (a) Administers the CCP candidate evaluation and referral system, (b) Administers or oversees execution of formal development programs established under the provisions of this directive, (c) Manages funds allocated to support formal development programs and supervisory, managerial, and executive training, and (d) Formulates and recommends policies as appropriate. (2) The Civilian Personnel Policy Division is responsible for the classification of GS-1144 Commissary Officer (Store Director) positions and all GS-1144 positions at grades GS-13 and above. e. The DeCA Equal Employment Opportunity Officer will provide advice to the CCPPB and to CCP managers and supervisors on Equal Employment Opportunity and Affirmative Action goals and requirements as they relate to CCP referral operations, formal development programs, or other related matters. The EEO Officer will work with the Staffing and Career Management Division to identify barriers to advancement and recommend strategies and solutions to correct work force imbalances. f. Managers and supervisors will support the CCP and carry out all program responsibilities established by this directive. Detailed responsibilities are addressed in the appropriate chapters of this directive. g. DeCA employees will identify and pursue available opportunities for self-development and self-initiated performance improvement. Employees are responsible for furnishing complete and accurate information when registering in the CCP. 4

8 Chapter 2 DeCAD 50-18, September 2001 SUCCESSION PLANNING 2-1. BACKGROUND: The Defense Commissary Agency (DeCA) is an organization dedicated to the principles of quality management. One of the key components in this endeavor is the goal to Show Commitment to our People. The forces and demographics that directly impact DeCA are rapidly changing. Cultural diversity long misunderstood has become one of our strengths. Economic conditions and an ever-increasing mobile workforce have placed a premium on strategic planning for the future recruitment and retention needs of the agency. A successful career management program will develop a formula that communicates the types of experiences and training individuals should have at a particular point in their career. With this as a foundation, a cadre of potential successors can be identified from a group of motivated, trained, high potential individuals for each employment opportunity in the agency. A successful career management program will balance the benefits of developmental experiences with the need for formal training courses and stress the benefits of lateral movements to gain new skills. This succession planning initiative will provide for the future of the agency PURPOSE. This chapter establishes DeCA policy for succession planning and formal development programs. The purpose of succession planning is to detail and integrate the processes the agency will use to recruit and develop high potential individuals to fill key commissary career program vacancies now and in the future. The cornerstone of this succession planning initiative is the establishment of a Succession Planning Board (SPB) to guide entry, development, and qualifications for commissary career positions in the agency POLICY. It is DeCA s policy to systematically identify and develop employees to provide future leadership to the agency. To that end, DeCA will establish such mechanisms as are determined to be necessary to recruit, develop, advance and retain a cadre of well-qualified, highly skilled individuals to fill positions at all levels in the agency. The primary focus of succession planning will be to ensure the availability of sufficient high potential individuals for fill of key senior leadership positions likely to be vacated over the next five years. To address this need, DeCA will establish the Commissary Successor Development Program (CSDP); it will be the primary source for filling key senior leadership positions. It is DeCA s policy to promote and foster an environment to educate and maintain a better-qualified workforce. In support of this policy and to provide inputs of high potential employees into all levels of the CCP applicant pool and succession pipeline, DeCA will establish formal development programs at all levels within the career field. Participants for all formal developmental programs will be selected based on merit and without regard to race, sex, religion, national origin, age, color, handicapping condition, marital status, or political affiliation RESPONSIBILITIES: a. The DeCA Director will: (1) Strongly promote succession planning and its associated formal development programs as DeCA's mechanisms to provide for the long-range recruitment and retention needs of the agency, and (2) Support the Commissary Successor Development Program (CSDP) as the primary vehicle to provide a cadre of high quality individuals to fill key management positions in the Commissary Career Program. b. The Chief Executive Officer (CEO), as Chair, CCPPB, will: 5

9 (1) Provide broad direction to the Succession Planning Board (SPB) on short- and long- term recruitment goals, (2) Approve all selection of participants for the CSDP, (3) Approve all assignments to career-developmental positions and careerbroadening positions at GS-13 and above, (4) Recommend senior managers for inclusion in long-term executive training, (5) Determine inclusion or exclusion of 1144 series positions in outside executive development programs, and (6) Approve policies and provisions of formal development programs established under the authority of this directive for succession support to the CCP. c. The Succession Planning Board (SPB) is responsible for long-range planning, integration of CCP program goals and action plans with DeCA's Strategic Plan, and ensuring that adequate programs and mechanisms are in place to provide for the future recruitment and retention needs of the agency. (1) SPB Membership. The SPB will be co-chaired by the Principal Deputy for Operations and Deputy Director, European Region, and will include the following members: Co-Chairpersons: (Voting) Principal Deputy for Operations Deputy Director, European Region Members At Large: (Voting) Deputy Director, Midwest Region Vice President, Southern Area, Eastern Region Vice President, Northern Area, Eastern Region Manager, Marketing Business Unit (MBU) Director, Plans and Policy Deputy Director, CONUS Operations, Western Pacific Region Deputy Director, OCONUS Operations, Western Pacific Region Member (Advisors): Executive Assistant to the Executive Director for Operations Chief, Staffing and Career Management Division, DP Chief, Personnel and Training, Midwest Region Chief, Personnel and Training, Eastern Region DeCA Equal Employment Opportunity Officer (2) The SPB will guide and coordinate the activities of the three standing committees of the CCPPB. Committee responsibilities and membership are addressed in the following chapters of this directive. CCP standing committees are: Training and Development Committee Career Intern Committee Candidate Evaluation and Referral Committee (3) The SPB will select and recommend participants for the CSDP. The SPB will also review and oversee the progress of CSDP participants. 6

10 (4) The SPB will receive, review, and concur in policies, programs, and products developed by the three standing CCP committees and recommend approval or disapproval to the CCPPB. will: d. Region Directors/Vice Presidents (VPs)/Deputies and Senior GS-1144 Staff Officers initiatives, (1) Participate actively and positively in support of DeCA s succession planning (2) Participate actively and positively in support of CSDP; agree to expand the coverage of CSDP as necessary to support DeCA s succession requirements, (3) Actively support resources in support of succession requirements and formal development programs, programs, (4) Strongly and personally encourage participation in all formal development (5) Become actively involved in mentoring CSDP participants, (6) Give priority consideration to CSDP participants when selecting applicants for vacant key senior leadership positions, and (7) Aggressively support movement of quality candidates even if it means relinquishing "your best and brightest" for the sake of future development. e. The Director, Human Resources Management, or designee, will: (1) Establish, interpret and communicate the necessary personnel policies to support DeCA s succession planning initiatives, (2) Identify, recommend, and coordinate training and developmental assignments for CSDP participants, (3) Research, articulate, and publish mobility requirements as established by the CCPPB for CSDP and other formal development programs, committees, (4) Provide technical guidance and assistance to the SPB and the standing CCP (5) Actively promote CSDP as the primary mechanism for filling key management positions in the Commissary Career Program, and (6) Participate fully with management in program planning and development. f. The DeCA Equal Employment Opportunity Officer, or designee, will: (1) Provide guidance, advice and assistance in detailing relevant workforce imbalances to assist SPB deliberations, (2) Serve as on-call advisor in the succession planning process, and 7

12 Chapter 3 DeCAD 50-18, September 2001 TRAINING AND CAREER DEVELOPMENT 3-1. PURPOSE: This chapter establishes the general policies governing the training, career development and progression of GS-1144 commissary management personnel from entry level to key positions within the commissary system. DeCA has established formal competitive development programs at all levels of the Commissary Career Program; participants in these programs will receive intensive training and developmental experiences. The agency also recognizes and fully supports the need for sequential and progressive training for all GS-1144 commissary management personnel. With the proper training courses, self-development opportunities, developmental assignments, and proper mentoring, all CCP employees will have the opportunity to advance through the career program RESPONSIBILITIES: a. Directorate of Human Resources Management (DP) is responsible for general program oversight and will: (1) Serve as proponent for CCP guidance governing the administration of training and development programs; (2) Establish policies as necessary to support CCP training and development; b. The Staffing and Career Management Division will: (1) Manage funds allocated to support formal development programs and supervisory, managerial, and executive training, and (2) Formulate and recommend policies as appropriate. c. Region Division of Personnel and Training (DP) staff: (1) Provide advice and assistance to region supervisors and managers in carrying out their training and career responsibilities. (2) Inform HQ DeCA career program staff of pertinent training and career program development program issues. d. HQ/Region/Activity Training Coordinators: (1) Process requests for training courses not centrally administered as required. (2) Provide assistance and advice to commissary management personnel. e. DeCA Managers and Supervisors will: (1) In consultation with employees, prepare an Individual Development Plan (IDP) for every employee; (2) Seek to provide training and development identified in IDPs to every employee, to the extent resources permit; and (3) Provide counseling and mentorship to assigned employees on a continuous basis, as part of day-to-day supervision. 9

13 3-3. POLICIES. DeCA managers and supervisors will ensure the planned development of subordinate commissary management personnel by developing an Individual Development Plan (IDP) for each employee. Occupational Training Plans for GS-1144 series positions will serve as guides for development of IDPs. Planned development may provide for career broadening or developmental assignments, as well as formal training opportunities. The ultimate long-range goal of the agency's program is to develop commissary leaders with increased ability to provide quality service to commissary patrons and to ensure that all positions within the career program are filled with competent, qualified personnel. Training and development will serve to stimulate the professional growth of all commissary management careerists and will provide selecting officials with a reasonable number of well-qualified, well-prepared candidates for potential assignments to CCP positions. It is DeCA's policy to provide training and career development to maximize the efficiency of the GS-1144 work force in the performance of official duties. Necessary components of DeCA's training and career development program as with any corporate training plan are: (1) career planning and developmental assignments; (2) mentoring; (3) CCP career progression plan; and (4) Occupational Training Plans (OTPs). a. Career Planning and Developmental Assignments. Having a successful career requires a variety of experiences, assignments, and training. Individual career planning is essential in order to identify realistic career goals, and to determine training and experience needed to achieve goals and objectives. Methods for advancing through the CCP vary widely, depending on the individual's previous experience and level at which he or she enters the career programs. A well-conceived training program offers the best route to career advancement and realization of potential. The underlying concept is that training, planning, and experience have direct links to performance and career progression. The CCP places emphasis on development training for careerists at all stages of their development. Optimal career patterns for careerists will encompass a progression through both store and staff positions in order to ensure a full range of training and experiences. Additionally, being mobile and accepting promotions, lateral assignments, and details will provide valuable experiences and will prepare careerists for future growth potentials within the agency. Developmental assignments are essential to the CCP. Such assignments, short or long term in nature will provide enriching job experiences and technical knowledge. Various positions may be designated as developmental opportunities to provide for the acquisition of knowledge, skills, and abilities (KSAs) that will broaden careerists and make them competitive for future promotions within the agency. Duties may be typical GS-1144 in nature or work related to a different career field. Any position within DeCA may be career broadening and can potentially serve as a developmental assignment in that it differs in some manner from other positions the employee has previously occupied. (1) Developmental assignments can be effected in several ways. The specific circumstances of each case will dictate the best choice and the region or activity director will approve or disapprove each assignment as appropriate. Some assignments can be arranged at the employee's permanent duty site and thus may not incur additional cost. Others will require mobility to other regions and/or DeCA activities. Developmental assignments may be temporary or permanent. Competitive procedures will be followed as required by governing staffing provisions of this directive or other applicable guidance. (2) Solid achievement in a developmental assignment enhances the participant's ability to compete for more senior positions. Issues such as the nature of the action, anticipated length of assignment, and travel support should be discussed, agreed to, and documented before action to begin the developmental assignment is initiated. DeCA managers and supervisors will strive to create opportunities to accomplish the full potential of DeCA employees at all levels in the CCP. To that end, managers at all levels are encouraged to utilize details, cross training, temporary promotions, upward mobility programs, succession support programs and other appropriate mechanisms. b. Mentoring. The heart of the agency's career development program will be the honest, open, and helpful mentoring provided by senior commissary personnel. 10

14 (1) Mentors play positive roles in the careers of commissary personnel by providing honest feedback on career decisions, training courses, and developmental opportunities, and by guiding individual planning for career choices. Mentoring advice often leads individuals to consider job changes, or a more realistic view of their current job. A mentor takes on many roles, to include the role of a: motivator, companion, guide, advisor, role model, listener, encourager, sounding board, skill builder, trusted confidant, instructor, coach, tutor, career advisor, cheerleader, nurturer, and advocate. A mentor must possess tact, diplomacy, and sensitivity in order to work with others who may be of a different age group, background, and culture. A requirement for effective mentoring is a willingness of both the mentor and mentee to participate constructively. The mentor must build a climate of confidence in which discussion of strengths and weaknesses is accepted. A climate of trust, warmth, openness, and support is needed to facilitate growth. Such an atmosphere will foster commitment on the part of the mentee, facilitate development, and build good interpersonal relationships. It is imperative that the mentee's perception of his or her needs be realistic and that improvement is pursued and is available. (2) Mentees should possess the following characteristics: the ability to interact well with others and have good interpersonal communication skills. They should know how to ask questions and listen with clarity and understanding. It is important for mentees to have interest in new experiences and to look for challenges in work assignments and developmental opportunities. They should show initiative in self-improvement and an interest in education. Mentees should watch senior commissary personnel and learn from their successes and failures. They should be able to gain knowledge and insight on organizational culture, leadership techniques, and the agency political environment from his/her mentor or commissary leader. Additionally, the mentee should set and review personal and career goals often, possess good written and communication skills, look for challenges and take risks, take the initiative on tasks and work assignments, seek advice and counsel from his/her supervisor, and set realistic expectations. c. CCP Career Progression Plan. The objective of the CCP is to attract and select high potential candidates and train them to become competent, effective commissary workers and managers. Methods for advancing through the agency's career program vary widely. Care has been taken to define career paths in realistic terms, not as idealized paths. What jobs moves are actually possible? What experiences and capabilities are needed to move from one job to another? The notion of a career ladder, for example, implies vertical progression, whereas in reality, career paths may include moves across functional, organizational, or geographic lines. A progressive career path is necessary to assist the commissary careerist in moving from one stage of development to the next. d. GS-1144 Occupational Training Plan (OTP). A training plan, as a part of a career program, should help the careerist establish specific training needs and goals. These needs will be identified through discussion between the careerist, his/her supervisor, and mentor. Career planning requires a bottom-up planning approach for each careerist, specifying training needs based on an array of training courses and programs within the agency as well as outside. The Individual Development Plan (IDP) is the instrument used to identify individual careerist's training courses and developmental experiences. The scheduling of courses and programs is based on specific, agreed-upon plans. This is the best way to keep all concerned comprised of the design and conduct of training and developmental activities. Mentors will play a part in the overall counseling process. Occupational Training Plans (OTPs) have been developed for all CCP positions. The OTP is the roadmap for commissary careerists to follow in order to reach designated goals within the agency. The OTP is comprised of a detailed chart which shows required and job-specific training courses as well as knowledge, skills, and abilities which will be satisfied by completing certain training or developmental opportunities. The OTPs for various categories of CCP positions are at Appendixes B-F. Course descriptions may be obtained by contacting HQ DeCA, DPC or local training coordinators. 11

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